Notifications of Meetings
- A notice of meeting is sent to members of a particular group to inform them of the:
- Time of the meeting
- Date of the meeting
- Location of the meeting
- Information to be discussed. This is where the agenda come.
Writing a Notice of Meeting
- To write a good notice of meeting, follow the steps that follow:
- Write the name of the organization/institution at the top of the page.
- Write “Notice of Meeting” a few lines down. Write “Notice of Public Meeting” if your meeting will be open to the public.
- Below write the name of the group.
- In the body of the notice, include such things like:
- Time of the meeting
- Date of the meeting
- Location of the meeting
- Agenda of the meeting
- Any pertinent information
- Time of the meeting
- Sign off
Sample Notice of Meeting
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USHIKWAPO SHIKAMANA MIXED DAY SECONDARY SCHOOL To All Drama Club Members: RE: DRAMA CLUB MEETING This is to inform all members that the club will hold a meeting on 2nd February,2016 from 4.20 p.m. at the school chapel. The following business will be transacted during this meeting:
You are requested to be punctual for the meeting and to come with writing materials. Refreshments will be served. Yours Sincerely, |
Exercise
You are the school head prefect. You want to call for the urgent prefects’ meeting. Notify them of the meeting.
Agenda
- An agenda is the list of activities in a meeting and the order in which they should be taken up.
- Any organized meeting requires a well written agenda.
- If the agenda is not clearly written, the result will be that the meeting will become over-long, inefficient, or even slog.
- Agenda is written and handed to the members participating in a meeting prior to the meeting.
- Most secretaries prefer including the agenda in the notice of meetings.
Steps to Writing an Agenda
- Write the name of the institution. If possible, have a the institution letterhead.
- Give your agenda a title. Write “AGENDA”, “MEETING” and the name of the group to hold the meeting.
- Include the date, time, and venue of the meeting.
- Introduce your agenda.
- List the items to be discussed. Start with preliminaries, then reading and confirmation of previous minutes, followed by matters arising(some people write: unfinished business), then list all the other items to be discussed. From there add “any other business” and lastly, “adjournment”.
Sample Agenda Note to Group Members
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NIPE NIKUPE MUSLIM BOYS’ HIGH SHOOL AGENDA OF THE MEETING OF SCOUTS CLUB DATE: 24TH JANUARY, 2016 There will be the second meeting of the year with the following items to be discussed:
Sign |
Minute Writing
- Minutes of what is discussed is written soon after the meeting.
- During the meeting, the secretary only takes notes.
- Minutes are the official records of a group in an organization.
- It is crucial that they be accurate as they are legal record of the proceedings of that group.
Minutes Format
| ELEMENT | EXPLANATION |
| Heading |
The heading comprise:
|
| Present | We write the names of all the members present here. |
| Not Present | Members who fail to attend the meeting. At times they are classified first, as Absent with Apology, then, as Absent. In other organizations, secretaries only write “Members Absent”. They write in brackets “Pre-Arranged” for those who send their regrets. Either ways seem acceptable. |
| In Attendance | Name(s) of people who attend the meeting but are non members of the group are written under this. |
| Preliminaries | It is the introductory remark made before the meeting. Included are prayers, welcoming members by the chair, and congratulating members on being punctual. |
| Confirmation of Previous Minutes |
We include:
|
| Matters Arising | Problems or questions arising from the previous meeting are discussed here. It is also referred to as “unfinished business”. |
| New Business |
Key to be captured are:
|
| Any other Business | Subjects that members mention after the main subjects have been discussed. Not discussed exhaustively as the main ones. |
| Adjournment | When meeting ends. Date and time of the next meeting is usually announced. |
| Approval of Minutes | The minutes of one meeting are normally approved at the next meeting. Once approved both the secretary and the chair append their signatures. |
Sample Minutes
|
WILDLIFE CLUB MEETING HELD IN THE SCHOOL REFECORY ON 13TH FEBRUARY, 2016, AT 4.00 PM MEMBERS PRESENT
MEMBERS NOT PRESENT
IN ATTENDANCE Kibaki Akello – Club Patron MIN 1/2/2016: Preliminaries Meeting was called to order at 4.01 pm by the club chair. She welcomed all members and congratulated everyone on keeping time. MIN 2/2/2016: Confirmation of the Previous Minutes Minutes from the meeting on 12th January, 2016 was read. It was confirmed as the true records of what was transacted by Annabel and seconded by Felix Kimutai. It was therefore approved without modification. MIN 3/2/2016: Matters Arising
MIN 4/2/2016: Registration of New Members It was discussed that new members was to be registered. This was a result of many students who had completed school last year. Registration was to start in a week’s time. Each new member was to pay sum of sh. 250 before being registered. MIN 5/2/2016: Trip to Mau Forest Members discussed the trip to Mau Forest scheduled for 1st March. Each registered member was requested to remit their Sh. 300 contribution through the club patron before the end of February. A member requested that the school management be asked to assist in making the trip a success. Other things to carry included:
MIN 6/2/2016: Any Other Business
MIN 9/2/2016: Adjournment 12th March,2016 5.00 pm and school refectory were fixed as the date, time and place for the next meeting. There being no other business, the meeting was adjourned at 6.13 pm. MINUTES APPROVED BY: SECRETARY CHAIRPERSON NAME ……………………………..... ............................. SIGN ……………………………..... ……………………………..... DATE ……………………………..... ……………………………..... |
Memoranda
- A memorandum is a brief written message sent from one person or department, to another person or a group in an organization.
- A memo has twofold purpose:
- It brings attention to a problem; and
- It solves that problem.
- They inform the reader about new information such as price increases, or by persuading them to take an action.
Memo Format
| FORMAT | EXPLANATION | EXAMPLE |
| Institution/Organization’s Name | If possible add the letterhead. | HABA NA HABA MIXED SECONDARY SCHOOL |
| Heading | State that this is a memorandum. The words “internal memo” are usually written then underlined. |
Internal Memo |
| Reference | Written differently depending on the organization. | Ref 3/2015 |
| “To” field | Write the job title of the person you are sending the memo. | TO: All Teachers |
| “Cc” field | Indicate who will receive a “Courtesy Copy” of the memo. It is directed to a person who should remain informed. |
CC: Principal |
| “From” field | Write your job title. | FROM: The Deputy Principal |
| Date | Write the complete date, spelling out the month | DATE:11thJanuary,2016 or DATE: January 11th, 2016 |
| “Subject” field | It is a line that gives the reader an idea of what the memo is about. Be specific but concise. |
SUBJECT: SUBMISSION OF END TERM EXAMS RESULTS |
| Body | Two issues are discussed: the problem and the solution. Introduce the problem in the first paragraph. Give the solution to the problem in the second paragraph. Suggest the actions that should be taken. The third paragraph(normally the last) close the memo with a positive and warm summary. |
As of 3rdAugust, 2015, only two teachers had submitted the end of term two examination results. The results were supposed to have entered into the computer by 3rd. You are requested to increase your speed in marking the remaining papers. Before 7th of this month, ensure you have entered the marks. We will be glad to see all that done by the newly set deadline. We wish all the best as you work towards meeting that deadline. |
| Signing off | Sign Write your name |
Yours Sincerely, [signature] Mr. Mamboga Japheth |
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